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Section 1: Definitions
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Law Enforcement Support Office
Defense Logistics Agency
Law Enforcement Support Office
User Guide: FY16 Annual Inventory
Certification Process
Table of Contents
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FY16 Annual Inventory
Certification Guide
The Fiscal Year 2016 Annual Inventory Certification User Guide has been created to
assist State Coordinators, State Points of Contact, and LEA POCs, as they work towards
completing annual inventory requirements.
Click here to visit the: FEPMIS Website
Click here to visit the: LESO Website
Table of Contents
Section 1: Definitions
Section 2: Creating a LESO FEPMIS account
Section 3: Logging into FEPMIS
Section 4: Receipting property
Section 5: Certifying property
Section 6: LESO Inventory module query of State-level
statistics to inventory completion
Section 7: FEPMIS Email notifications to State Coordinators
and LESO
Section 1: Definitions
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Definitions-
Annual Certification- The process by which an LEA and/or State Coordinator executes an
annual physical inventory of all property which is conditionally transferred to them via the LESO
Program, and then will confirm/attest to their custody, control and responsibility for the item (s).
This process is completed utilizing the LESO FEPMIS property accounting system.
Split- The process by which an LEA and/or State Coordinator can “split” one or more items
from the total quantity of a parent record into two or more separate records within LESO
FEPMIS. The split functionality is found within the modify queue in LESO FEPMIS.
Once an item (s) has been “split” from a parent record, the LESO FEPMIS will assign a new
Property number to that record. The user can then request a turn-in, transfer or adjustment to the
appropriate record, if needed.
Example 1- An LEA receipted for 5 “widgets”, but realizes that was done in error, and
that they actually only received 4 “widgets”. The LEA would then have to
“split” the record into 2 different records (one for a quantity of 4, and
another for a quantity of 1). The LEA would then need to request a
change of status to the record with a quantity of 1. The LEA will also need
to submit supporting documentation i.e., a DD Form 200 identifying that
the 5th item was never received, or provide the DD1348-1A (MRO) which
identifies that the DLA Disposition Services only issued 4 items.
Example 2- An LEA receipted for 10 “widgets” that they received for last month, and
they are currently in an “assigned” status in the LESO FEPMIS. The LEA
decides to transfer or turn-in 4 “widgets”. The LEA must “split” 4 widgets
from the parent record. The LESO FEPMIS will assign a Property number
to the new record (QTY: 4). The LEA would then request to transfer or
turn-in that record.
FEPMIS- Federal Excess Property Management Information System (FEPMIS): The DLA
LESO adopted and transitioned to the FEPMIS, as the new property management system which
is now used to provide accountability and management of controlled property which is
conditionally transferred to LEAs participating in the LESO Program.
Modify- The process by which an LEA and/or State Coordinator can update certain attributes of
an item (s). Modify is also used to transfer items from one LEA to another.
Example- An LEA wishes to update information about the item such as: FSC, Item
Name, NSNs, and Unit of Issue, etc.
Section 1: Definitions
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Partial Receipt- A “partial receipt” is when an LEA receives less than the total quantity of an
item.
Example- If an LEA requested 10 “widgets”, but after opening the shipment, finds
that only 7 “widgets” came in the box, the LEA would go into FEPMIS
and do a “partial receipt” for this item. The DLA LESO will need to
review and approve the partial receipt, once it is approved, the correct
quantity will appear in the LEA receipt queue (7 “widgets”). The LEA
must then process a normal receipt for the corrected amount.
The DLA LESO will not process partial receipts for items without proper documentation, i.e.
(DD 1348-1A, MRO signed by the DLA Disposition Services site issuing the property, DD
Form 200, police report, NCIC entry, or other supporting documentation).
Please send supporting documentation to the DLA LESO Property Accounting Team
Controlled Equipment- As outlined in the Executive Order, certain categories of equipment
that LEAs may acquire only after providing additional information, certifications and assurances.
Prohibited Equipment- As outlined in the Executive Order, certain categories of equipment that
LEAs will not be able to acquire via transfer from Federal agencies.
Zero Receipt- A “zero receipt” is when an LEA identifies that they did not receive any of the
equipment at all. A zero receipt means the LEA never actually left the Disposition Service Site
with the property, or they did not receive any of the property via mail.
Example- If an LEA requested 10 “widgets”, and after arriving at the DLA
Disposition Services Site, denied all 10 “widgets” because they were
either broken, or weren’t the right “widgets” that they needed. The LEA
then declines the property. The property should never appear in the LESO
FEPMIS under that LEA account.
HOWEVER, some times, the DLA Disposition Services Site will
process the item for release (MRO) prior to the LEA actually accepting the
property and picking the item up. If the LEA declines the property after
the site has process the MRO, the item (s) would have already processed
into the LESO FEPMIS account from that MRO, and it will be in the
LEAs receipt queue waiting processing.
In this instance, the LEA would then have to process a “zero
receipt” for the item (s). The DLA LESO will need to review and approve
the zero receipt. Supporting documentation for the zero receipt (usually a
DD1348-1A (MRO) which shows that the items were declined), must be
sent to the LESO. If no supporting was obtained, the LEA must submit a
DD200 for the items in order for the LESO to approve the zero receipt. If
Section 1: Definitions
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the zero receipt is approved, the item will be removed from the LEA
receipt queue and will not appear on the LEAs account.
Please send supporting documentation to the DLA LESO Property Accounting Team
Section 2: Creating a FEPMIS Account
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Creating a FEPMIS Account
A. Go to the FEPMIS website at: https://fam.nwcg.gov/fam-web/
1. Accept the security certificates.
2. Refresh the page (if needed).
3. Click the FAMWEB Logon Request
Section 2: Creating a FEPMIS Account
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4. Create a User ID (Ensure that there are no spaces).
5. Create a password based on the guidelines provided.
6. Enter first and last name in the spaces provided.
7. Disregard the Unit/Agency block.
8. Enter in a valid phone number at which you may be reached.
9. Select the “LESO Enforcement FEPMIS Access”.
10. Add in any additional comments.
11. Click Add.
12. Contact your SC to give you your roles.
Section 3: Logging into FEPMIS
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Logging into FEPMIS
Go to the FEPMIS website at: https://fam.nwcg.gov/fam-web/
1. Accept the security certificates.
2. Refresh the page (if needed).
3. Click “Log on AWSR, AMIS, ARS, FIRESTAT, SIT, 209”
4. Enter User ID and Password.
If you still cannot log in, contact the DLA LESO Toll Free at 1-800-532-9946 or the FEPMIS
help desk at 1-866-224-7677.
Note- If you call the FEPMIS helpdesk, let them know that you need to get a password
reset for the “FAMWEB” Portal.
Section 4: Receipting Property
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Receipting Property
Each LEA and/or State with property that has been conditionally transferred to them via the
LESO Program must “Receipt” for that property within the LESO FEPMIS “Receipt Module”.
** NOTE--THE LEA MUST RECEIPT FOR ALL PROPERTY IN THEIR RECEIPT
QUEUE BEFORE THEIR LESO INVENTORY CERTIFICATION QUEUE WILL
ACTIVATE**
Note- The following processes must be completed in order to be compliant with the FY16
Annual Inventory:
1) Updating all LEA station information for agencies with LESO Program property
within the LESO Inventory queue (one-time per-station only)
2) Receipting for all items in the State
3) Certifying all items in the State within the “LESO Inventory” certification
module
4) Uploading required photos and/or Serial numbers of high visibility items:
Aircraft, Tactical Vehicles, Weapons, Certain Night Vision Devices and
Suppressors.
5) State Coordinator or State Point of Contact official certification in FEPMIS
that their entire State has completed the FY16 Annual Inventory requirement
6) All Aircraft will need the flight hours input into FEPMIS during the inventory.
Each item that has been “receipted” by an LEA and/or State Coordinator after August 1, 2016,
will count towards the FY16 Annual Inventory process and will not appear in the “LESO
Inventory” certification queue.
Photos and/or Serial Numbers of high visibility commodities received in FY16 (Aircraft, Tactical
Vehicles, Weapons, Certain Night Vision Devices and Suppressors) may be required. If photos of these
items have already been loaded into the FEPMIS property accounting system, there is no need to
resubmit/upload. Users should provide updated photographs if the item was damaged or repainted
since providing the last photograph.
Section 4: Receipting Property
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Receipting for property within FEPMIS:
1. Click “Receipts”
2. Click the requisition number you wish to receipt.
3. Enter the quantity you wish to receipt.
4. Click receipt.
After the page refreshes,
5. Click identify.
Section 4: Receipting Property
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6. Click identify again.
7. Enter information and/or comments (mandatory fields are identified by an asterisk *).
8. *If item is high visibility item (Aircraft, Tactical Vehicles, Weapons, Certain Night Vision
Devices or Suppressors), upload the required photos by clicking on “Manage Images”.
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FEPMIS
automatically
assigns a Property
# during receipt
process.
LESO FEPMIS automatically
assigns a Property # when a
receipt is completed.
The Property # is created
using the 2-digit year, Julian
Date, State Abbreviation and
Sequence #.
Example- 13248MI012
Seq
uen
ce #
Juli
an D
ate
Sta
te A
bbre
v.
Yea
r
Section 4: Receipting Property
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9. Select an option from “Image Content” section, and click “browse” to find the appropriate
photo.
Note- Images must be .jpg AND under 1 MB.
10. Click upload.
11. After the appropriate photo has loaded, click “Identify” to navigate back to the receipt queue
12. To complete a receipt, place a check mark next to the certification statements.
13. Click Submit.
Section 5: Certifying Property
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Certifying Property
** NOTE--THE LEA MUST RECEIPT FOR ALL PROPERTY IN THEIR RECEIPT
QUEUE BEFORE THEIR LESO INVENTORY CERTIFICATION QUEUE WILL
ACTIVATE**
Certifying property within LESO FEPMIS:
1. Click “LESO Inventory”.
2. Select the default “Division” dropdown.
3. Select the default “Subdivision” dropdown.
4. Select the Station and “Not Inventoried Yet”.
5. Click Submit.
Section 5: Certifying Property
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*LEA Station Information verification is a one-time requirement- The LEA must certify the
Station Information one-time during the FY16 Annual Inventory certification process. The LEA
Station Information verification page looks like this:
Section 5: Certifying Property
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Note- If the LEA or State Coordinator sees the LEA Station Information
verification page above, please verify that the LEA information contained is correct, or
make corrections (as needed). The user will also be required to upload their State Plan of
Operation.
6. To upload your State Plan of Operation, click “Document Upload. Click “Browse”. Find the
State Plan of Operation for your State or LEA, signed by the current Chief Law Enforcement
Official on your desktop.
7. Click “Upload and Save”
8. Once finished, click “Back”, it will bring you back to the Station Information Verification
page.
Section 5: Certifying Property
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9. Verify that your State Plan of Operation is correctly uploaded. Click “Verify and Submit”.
10. Once the LEA Station information has been validated, the LESO FEPMIS will bring the user
back to the items in the LESO Inventory queue.
Note- If the LEA still has an item (s) pending receipt, the LESO Inventory queue
will only bring up the items that are pending receipt. The user must process these items
first. Once all items have been receipted as required, the LESO Inventory queue will
activate and will allow the user to begin the process of certifying the rest of the items.
If the LEA does not have items pending receipt, the LESO Inventory queue will allow the
user to start certifying their items.
Section 5: Certifying Property
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Note- After each Station verifies this information, the State Coordinators and State Points of
Contact will receive an email from FEPMIS:
11. Once the Station Information verification requirement is complete, the user is brought back
to the “LESO Inventory” queue. Click “Not Inventoried Yet”. Click “Submit”.
Note- In the lower portion of the screen, the LESO FEPMIS identifies the:
1) Inventory Begin Date- the date that the LEA initiated the inventory
2) Inventory Due Date-the date that the Annual Inventory is Due
3) Inventory Countdown-the number of days remaining to complete the
inventory. If the user clicks the “Create Certification Report” button-
the user will see a report view of their progress to inventory completion
Sample Email sent after Station Verification
The following has changed in the station
configuration:
Station: YORK POLICE DEPT (2YTNZY)
Date: 08/13/2015
Number of Officers has been modified.
New value: 30
Old value: 28
------------------------------------------
Chief Executive Officer has been modified.
New value: CLEO 2YTNZY
Old value:
System: FAMTest
Section 5: Certifying Property
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Example of the LEA progress to inventory completion view:
12. Select the item you wish to certify, by clicking “Certify”.
13. Review information associated with the item for accuracy and check the box next to the
statement of accountability.
14. Click “Submit”. This item is now certified.
Section 5: Certifying Property
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15. Once all items have been certified for the LEA, the user will be able to see this completion
statement.
16. Once the final LEA has completed their inventory requirement, the State Coordinator and
State Points of Contact will see the FY16 Inventory completion statement (Certification
pending). To view this screen, the State Coordinator should go into their LESO Inventory queue.
Select only the dropdown for the entire State and click Submit.
Note- State Coordinators and/or State Points of Contact will receive an automatic email
from FEPMS when the final LEA in their State completes the Annual Inventory.
17. The State Coordinator or State Point of Contact (with full signature authority-only), should
log into FEPMIS, click LESO Inventory. Select only the dropdown for the entire State and click
Submit. Check the boxes next to the accountability statements.
Section 5: Certifying Property
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18. To Certify your State has completed the FY16 Inventory, fill in the required fields and click
“Submit”.
19. The State Coordinator will then see the following FY16 Annual Inventory completion
statement.
Section 6: LESO Inventory Module Query of State-Level Statistics to Inventory Completion
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LESO Inventory Module Query of State-Level
Statistics to Inventory Completion
The LESO Inventory module itself also allows the State Coordinator or State Points of
Contact to view their State-level status to completion at any time throughout the FY16 Annual
Inventory process. To view this information, select the State dropdown in the LESO Inventory
queue and click “Create Certification Report”. The State Coordinator status to completion
information that will be displayed will look like this:
Section 7: FEPMIS Email Notifications to State Coordinators and LESO
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FEPMIS Email Notifications to State Coordinators and LESO
The LESO FEPMIS will email certain status change notifications to State Coordinators,
State Point of Contacts and the LESO, throughout the FY16 Annual Inventory process.
Emails will be provided to the State Coordinators, and State Points of Contacts when:
1) Individual LEAs have verified their Station Information (one-time requirement per LEA)
2) Individual LEAs have completed the FY16 Annual Inventory process
Section 7: FEPMIS Email Notifications to State Coordinators and LESO
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3) All LEAs in the State have completed the FY16 Annual Inventory process. The State
Coordinator or State Points of Contact should then go into FEPMIS and certify that their State
has completed the FY16 Annual Inventory requirement.
An email will be provided to the LESO when:
1) The State Coordinator or State Point of Contact certifies that their State has completed
the FY16 Annual Inventory requirement.
